PPDA Manual
🟒 Beginner's guide · Warehouse floor

Your first day on the PDA

The PDA is the handheld scanner you carry around the warehouse. This is the simplest possible manual β€” it shows you exactly where to tap, what to scan, and what happens next. No experience needed.

Open the live PDA β†— Start the walkthrough β†’ See the flow diagram
1

Before you start: 6 words to know

Every screen uses these. Learn them once and the rest is easy.

EAN

The product's barcode β€” the one printed on the item.

SKU / Product ID

The internal product number for that item.

Location ID

A shelf or bin code, e.g. 12A03. Also called a Pick Location.

SmartTag

A barcode stuck on a box or tote. Codes usually contain NOX. You move boxes by scanning their SmartTag.

99A01 = the Bin

The reserved holding area for stock that needs sorting.

75A01 = Virtual

The ghost / virtual location for parking stock.

⚑
The golden rule: your scan gun automatically presses Enter after every scan. So most jobs are just scan β†’ scan β†’ scan. You rarely need to tap the screen at all.
2

When do I use the PDA?

Two tools, two jobs. Pick the right one.

Use the PDA

For anything physical, on the floor, standing at a shelf with the scanner in your hand:

  • Assign or change where a product lives
  • Move boxes, pallets and SmartTags
  • Send stock to the Bin
  • Stock audits & refilling shelves
  • Weigh / label boxes, reprint SmartTags
  • Scan returns back into stock
  • Flag Low / No stock so pickers aren't sent to empty shelves

Use the desktop ePick

For the batch pick-and-pack cycle, sitting at a computer:

  • Create Batch (group paid orders)
  • Smart Pick & the picking map
  • Record picked quantities
  • Print courier labels

They work together: what you flag on the PDA (Low/No stock, locations) is exactly what the desktop pick screen shows the pickers.

3

Every session starts: log in

Follow the arrows. After you do a thing, the box below shows what the screen does.

1
Open the PDA app on the handheld.
then If you're not signed in, it jumps straight to the login screen.
2
Type or scan your warehouse PIN (the field is already selected).
then Tap Login β†— β€” this opens the real login screen.
3
Watch the result.
if OK You land on the Main Menu, linked to your warehouse.
if wrong Red message Issue In Login β€” re-enter your PIN.
πŸ”’
Every screen re-checks your login. If you're idle too long the session times out and you're sent back here β€” just log in again. Tap Log Off when you finish your shift.
5

The everyday jobs, click by click

Tap a job to open it. Each one is written as you do β†’ the screen does.

βž• Assign a product to a shelf Update β€Ί Create New Picking Location Open screen β†— β–Έ
1
On β€œStock Location”, scan or type the shelf Location ID β†’ Submit.
then It opens the product screen. (Under 3 characters shows β€œInvalid location ID”.)
2
On β€œEAN Number / Product ID”, scan the product EAN (or type the SKU) β†’ Submit.
then The system links that product to that shelf.
3
If the shelf already holds another product, a warning pops up.
then Tap Yes to re-assign, or No to stop.
4
If the barcode matches several SKUs, a list appears.
then Tap Set on the correct row.
βœ“
Done.
result Green message: β€œItem β€˜SKU’ has been associated with location XXX.”
🚦 Flag Low / No stock (Pick Status) Update β€Ί Pick Status Open screen β†— β–Έ

This is what tells the pickers a shelf is empty β€” very important.

1
Open the Stock status dropdown and choose one: Low Stock (LS) Β· No Stock (NS) Β· Bin & Update (BS).
then The scan field is ready.
2
Scan the Location ID (or SmartTag for BS).
if LS / NS The product at that shelf is flagged with the reason β†’ shows as a low/no-stock signal in picking.
if BS The SmartTag is pulled off its shelf, sent to Bin 99A01, and the pick issue is marked solved.
βœ“
Confirmation.
result β€œStock Status Updated Successfully.”
πŸ“¦ Move a single box Move β€Ί Single Box Open screen β†— β–Έ
1
On β€œScan Smart ID”, scan the box's SmartTag β†’ Submit.
then It asks for the destination. (Bad tag β†’ β€œInvalid SmartTag ID”.)
2
On β€œScan Location ID”, scan the destination shelf β†’ Submit.
then The box now officially lives at that shelf.
βœ“
Done β€” repeat for the next box.
result Success message. (For holding, use Move β€Ί To Bin (99A01) β†—; whole pallets use Pallet Location β†—.)
πŸ”Ž Find where to pick an item Search β€Ί Find Picking Location Open screen β†— β–Έ
1
In β€œStock Location or Product ID”, scan a Product ID / EAN β†’ Submit.
result The screen shows the shelf where that item is stored.
οΌ‹
Related lookups in the same menu:
tip Aisle Box Checker β†— = scan a shelf, see everything on it Β· Find Items for an Order β†— = scan an Order No, list its items & locations.
↩️ Scan a return back in Returns β€Ί Scan Product In Open screen β†— β–Έ
1
On β€œReturn Product KCO”, scan the returned item's barcode β†’ Submit.
result The item is booked back into stock. (Amazon returns β†’ use Search β€Ί FBA Stock Returns β†—.)
βš™οΈ Handy β€œOther” jobs Other β€Ί … β–Έ

Each card opens its live screen β†—

Box Reference β†—

Scan EAN β†’ confirm SKU & name β†’ enter Qty β†’ Submit. Saves a record with a Reference No. Tap NEW for the next.

Refill Pick Location β†—

Scan SmartTags to replenish. Shows codes FS/LS/NS/PS/WL and MOVE/BULK. Warns β€œYou have reached the total items.”

Reprint SmartTag β†—

Scan a SmartTag β†’ enter No. of Copies β†’ reprints on the Zebra printer.

Weight SmartTag Box β†—

Scan a SmartTag β†’ read / enter the weight β†’ save.
6

The whole flow on one map

From switching on the PDA to finishing a job. Green = start/finish, blue = you scan, red = error.

flowchart TD
    Start([Open the PDA]) --> LoginQ{Logged in?}
    LoginQ -- No --> PIN[Enter warehouse PIN
Tap Login]
    PIN --> Valid{PIN valid?}
    Valid -- No --> Err[Red: Issue In Login]
    Err --> PIN
    Valid -- Yes --> Menu
    LoginQ -- Yes --> Menu([Main Menu
Pick a category])

    Menu --> Update[UPDATE]
    Menu --> Move[MOVE]
    Menu --> Search[SEARCH]
    Menu --> Returns[RETURNS]
    Menu --> Other[OTHER]

    Update --> U1[Assign Picking Location
Scan shelf, then scan EAN]
    Update --> U2[Pick Status
Pick LS / NS / BS, then scan]
    Move --> M1[Single Box
Scan SmartTag, then scan shelf]
    Search --> S1[Find Picking Location
Scan Product ID, see shelf]
    Returns --> R1[Scan Product In
Scan returned barcode]
    Other --> O1[Box Reference / Refill /
Reprint / Weigh]

    U1 --> Done([Success message
Tap NEW or Back])
    U2 --> Done
    M1 --> Done
    S1 --> Done
    R1 --> Done
    O1 --> Done
    Done --> Menu
    Menu --> LogOff([Log Off])

    classDef green fill:#ACD700,stroke:#5c7000,color:#1a1a1a;
    classDef red fill:#e5484d,stroke:#a01015,color:#fff;
    classDef blue fill:#2f6bff,stroke:#1e4fa0,color:#fff;
    class Start,Menu,Done,LogOff green;
    class Err red;
    class PIN,U1,U2,M1,S1,R1,O1 blue;

Every job follows the same shape: Log in β†’ pick a menu β†’ scan β†’ get a green confirmation β†’ Back to menu.

7

If a screen stops you

Don't panic β€” here's what each message means and what to do.

MessageWhat it means & the fix
Issue In LoginWrong or unknown PIN. Re-enter it carefully.
Sent back to loginYour session timed out. Just log in again.
Invalid Location IDThe shelf code was blank or under 3 characters. Re-scan the shelf label.
Invalid SmartTag IDScan the box's NOX barcode again β€” make sure it's the box tag, not the product.
Invalid EAN NumberYou scanned the shelf instead of the product. Scan the item's barcode.
Please select stock status!On Pick Status you skipped the dropdown. Choose LS / NS / BS first, then scan.
You have reached the total itemsOn Refill β€” that location is already full. Move on to the next.
βœ…
Remember the 3 habits: 1) Scan, don't type, wherever you can. 2) Blue Submit = go, red Close = cancel. 3) Always flag Low/No stock so nobody chases an empty shelf.
8

Frequently asked questions

The things new starters ask in their first week. Tap a question to open the answer.

Q. Where do I get my login PIN? β–Έ
Your team lead or supervisor issues your warehouse PIN. It is not your email or computer password β€” it's a separate PIN just for the handheld. If it stops working, ask your supervisor to reset it.
Q. Do I have to press Submit after every scan? β–Έ
Usually no. The scan gun automatically presses Enter for you, so the screen moves on by itself. You only tap Submit when you had to type something by hand (e.g. a damaged barcode).
Q. What's the difference between an EAN and a SmartTag? β–Έ
EAN = the barcode printed on the product itself. SmartTag = the barcode stuck on a box or tote (its code contains NOX). You look up products by EAN, and you move boxes around by scanning their SmartTag.
Q. The scanner won't read a barcode β€” what do I do? β–Έ
Check you're scanning the right code (product EAN vs shelf Location ID vs box SmartTag), wipe the label clean, and hold the gun steady about 10–15 cm away. If the label is torn, you can type the number in by hand and tap Submit. Still nothing? Report the damaged label to your team lead.
Q. I picked the wrong stock status β€” how do I fix it? β–Έ
Just run Update β€Ί Pick Status again on the same location with the correct status (LS / NS / BS). The newest update replaces the old one, so the latest scan wins.
Q. It logged me out in the middle of a job β€” did I lose my work? β–Έ
No. Each scan is saved as you go, so anything you already confirmed is safe. Only the one screen you hadn't submitted yet is lost. Log back in and carry on from the menu.
Q. When do I use the PDA instead of the desktop? β–Έ
Use the PDA for anything physical on the floor β€” moving stock, assigning shelves, returns, flagging Low/No stock. Use the desktop ePick for the batch pick-and-pack cycle and printing courier labels. See the full comparison ↑
Q. The β†— links in this manual won't open β€” why? β–Έ
Those links go to the real PDA on the internal server. They only load when your device is on the warehouse network and signed in. From home or mobile data they can't reach it β€” that's expected.
Q. What do 99A01 and 75A01 mean? β–Έ
99A01 is the Bin (a holding area for stock that needs sorting). 75A01 is the Virtual / Ghost location for parking stock that isn't on a real shelf yet.
Q. I'm stuck and the manual doesn't cover it β€” who do I ask? β–Έ
Ask your team lead or supervisor on shift. When you report a problem, tell them the screen name and the exact message you saw β€” it helps them fix it fast.
9

Sign-off checklist

New starter: tick each box as you work through the manual. When all boxes are ticked, type your name and send the confirmation to your supervisor β€” that's the proof you've completed it. Your ticks are saved on this device automatically.

0% complete
πŸ‘€
For supervisors: ask each new starter to reach 100%, then email you the confirmation (or screenshot it). The ticks live in that person's browser, so completion is confirmed by the email/screenshot they send you.